You can view the meeting on the Google Slides here

This meeting was conducted on 3-4pm 02/11/2023

These minutes were published on 11/01/2024.

Introduction

Exec Present:

• Matthew
• Ben
• Kelsey
• Alysha
• Ethan
• Alvis

Non-Exec Present: * Izzy * Holly

Exec Absent: * Alyssa * Liam * James * Adam * Alonso * Isaac * Mina * Lap

Orders of Business

Action Point Recap

Reminders/Updates:

1. Yesterday's EGM
2. Week 9 Events
3. Planning Upcoming Events
4. Murder Mystery
5. Societies Assembly

Content

Action Point Recap

1. Grant requests to be sent to Alonso by Liam, Mina, Alvis and Lap (tech officer)
2. Finalise room bookings for the year. (Warg to write up once room is confirmed, Ethan/Isaac to discuss 3. Big RPGs/Megagame possible times and book a room, Draft to confirm whether it’s on in term 1 week 4 as blank on the spreadsheet, Ben/Kelsey/Alvis figure out t2 w9 tabletop weekend time)
3. Ben/Kelsey/Dan to discuss Draft finances and changes to go in EGM
4. EGM: Ben @everyone on Discord. Alysha to add specifics post insta/newsletter update. Wk 5 wed (1st nov) 7.30pm in B2.02. Remind everyone to buy membership.
5. Sign-up for LARP room-watching! Everyone please put your name down at least once (pls)
6. Alysha, Matthew and Grace to get the ball rolling with Gothic Horror Collab. T1 Wk8 Friday if B2.02 is free?
7. Please sign up for Sat 21st October open day!
8. Faction reps put in discord channel what you want to be displayed at open day
9. Alyssa to inform Kelsey/Alysha when moderator post is done so it can go on Instagram. When this is done, also announce on discord the new moderators (change description)
10. Ben to give Reylynn and previous moderators a tag on general soc discord
11. Kelsey to change perms on exec discord then tell Ben so they can change pin & update it in channel
12. Dan to draft a message announcing Warwick Draft Server after discussing more with Ben. & pin in our main discord
13. Description of Draft to be changed more generally to sound inviting (website, discord description, insta)
14. Make a channel for YuGiOh
15. Take next steps with collabs: esports, Halloweek (Ethan), SU does LARP (Ben/Matthew), boardgames with Enaya (Ben/Alvis),
16. Ben keep chasing Unitemps regarding DCS event
17. Exec to look at how to mark dice as collected on SU website

Yesterday's EGM

• thank you to everyone who went
• voting open until 3pm saturday

Week 9 Events

• Week 9 quiz runner callout, message kelsey. S0.21 6-10pm. potentially use old dice for prize?
• week 9 (2nd/ 3rd dec) tabletop weekend- faction reps do u want to run any events. sign up for rota!

Planning Upcoming Events

• Packs boardgames- 22nd Nov (Ben has sorted it- someone is coming to boardgames)
• Societies Assembly- Mon 13th nov, 7-8.30pm. Location tbd- Ben. Alvis, Kelsey, Alysha (not tabletop). Probably in Oculus
• DCS support- 6th dec 3-5pm (wk10 wed), vouchers instead of cash?- cash generally preferred- confirm people- there and move back?
• Big RPGs update- probably a saturday. t2 w7. GM’d, probably d6. Next step, book room
• Intros to rpgs t2 w1 saturday. Isaac and ethan doing announcement and sending to alysha.
• Pride goes to CCGs- date tbd but will be lead by Mina. all good.

Murder Mystery

• room booked
• grace released preliminary materials
• matthew to read it, chat with gothic for game design etc. potential re-run of event (capacity of 20, at a push)
• b2.02 booked for week 8. probably a push.

Societies Assembly

• Q&A with Max Pike; we need 2 exec
• send Ben any Qs
• In term 2 exec will need to be quizzed on exec knowledge??? EVERYONE will need to do it

AOB/ORB

• RON?? SU getting rid of RoN, peeps trying to bring it back. Bring the Q to Socs Assembly
• LARP pub social? Bring proposal.
• All be mindful of tone please, especially over online! Clearer communication, especially with events.
• Copyright law- we need to go through every image etc to see if we violate any copyright rules. EVERY logo, image. If you took the picture, it is okay. This INCLUDES images of stock- unless we have credited the original site/poster, we NEED to change/remove. Review every photo.

Action Points

exec to vote in the EGM by Saturday Kelsey to find quiz runners for week 9 quiz. (and also get old dice from Ben) ben to chase up unitemps EVERYONE to scour the website, instagram etc to ensure that all media/photos/videos used are there with permission from the original creator or have been credited, especially faction reps. (I recommend faction reps start taking own pics and uploading) Sign up for tabletop weekend on 2nd/3rd dec! (week 9) Sign up for LARP-room watching! Ethan and Alysha to ask dnd group if they could move locations and extend b2.02 booking time to play campaign in there. Any exec who are considering going to societies assembly to inform kelsey (held on mon 13th nov, week 7, 7-8.30pm). Or pass any questions on. Ben to reply to Lea Barton regarding DCS Ethan/Isaac to book a room for Big RPGs session for t2 w7 saturday and to lock down some plans Ethan/Isaac to draft a callout message for t2 w1 Intro to RPGs session and send to Alysha Mina decide when to do CCGs pride Kelsey/Alyssa/Alysha to create a plan for upcoming socials until the end of term Ben/Matthew/James to discuss potential LARP pub social being extended Ben to poke SU about LARP Matthew to develop Murder Mystery details Exec to be particularly mindful of tone used Ben to distribute info on marking dice as collected to exec.